QuickBooks Online Settings
Last updated: April 11, 2026
Overview
The QuickBooks Online Settings page is where you manage your connection to QuickBooks Online, configure how data syncs between Procore and QuickBooks, and set up mappings for line items, projects, and vendors. From here you can monitor your connection status, pause or resume syncing, switch accounts, and fine-tune how bills, invoices, and classes are handled in QuickBooks.
To access this page, you must be a Procore Company Admin and your company must have the Accounting Integrations feature enabled. Navigate to Settings → Accounting Integrations, then click Settings on your QuickBooks Online integration card.
Integration Status
The Integration Status card at the top of the page gives you a snapshot of your QuickBooks Online connection. It displays three pieces of information:
Field | Description |
Connected Account | Shows the email address, user name, and QuickBooks company name associated with the connected account. A green "Connected" indicator confirms the link is active. |
Last Sync | Shows the timestamp of the most recent data sync from QuickBooks, or "Never" if no sync has occurred yet. |
Configuration Status | Shows "Configured" with a green checkmark if you have completed the Setup Wizard, or "Setup Required" with a yellow warning icon if initial setup is still needed. |
Pausing and Resuming Sync
The QuickBooks Sync toggle controls whether data actively syncs between inBuild and QuickBooks Online. When you pause syncing, no bills or invoices will be sent to QuickBooks, but all of your existing data and mappings are preserved.
Locate the QuickBooks Sync toggle in the Integration Status card.
Click the toggle to switch it off. An amber warning banner will appear confirming that sync is paused.
To resume syncing, click the toggle again to switch it back on.
Pausing sync does not disconnect your QuickBooks account or delete any data. It temporarily stops all bill and invoice syncing until you re-enable it.
Manually Syncing QuickBooks Data
inBuild caches data from QuickBooks (such as accounts, items, vendors, and tax codes) so it can be used in dropdowns and mappings throughout the settings page. You can trigger a manual refresh of this cached data at any time.
Click Sync QuickBooks Data in the Integration Status card.
A loading spinner will appear while the sync runs.
Once complete, the Last Sync timestamp will update to reflect the current time.
Switching Your QuickBooks Account
If you need to connect a different QuickBooks Online account, you can switch accounts without losing your configuration.
Click the small gear icon next to the "Connected" indicator in the Connected Account section.
A confirmation dialog will appear with the title "Switch QuickBooks Account" and a message identifying the currently connected email address.
Click Switch Account to proceed.
You will be redirected to the QuickBooks login page where you can sign in with a different QuickBooks user.
After authenticating, you will be redirected back to inBuild with the new account connected.
Switching accounts will disconnect the current QuickBooks account before connecting the new one. Make sure you are ready to authenticate with the new account before proceeding.
Configuration
The Configuration section contains all of the settings that control how your data flows from Procore to QuickBooks Online. If you have not yet completed the Setup Wizard, this section will display a Start Setup Wizard button instead of settings. Clicking it will trigger an initial data sync and walk you through the required configuration steps.
Once the Setup Wizard is complete, the settings described below become available. Some settings are read-only because they were configured during the Setup Wizard.
Line Item Mapping
This read-only setting shows how Procore line items are mapped to QuickBooks. It is configured during the Setup Wizard and displayed here for reference.
Option | Description |
Product/Service Mapping | Procore line items are mapped to QuickBooks products and services. |
Expense Account Mapping | Procore line items are mapped to QuickBooks expense accounts. |
Mapping Granularity
This read-only setting shows the level of detail used when mapping Procore line items. It is configured during the Setup Wizard.
Option | Description |
Cost Code | Mappings are based on cost codes only. |
Cost Type | Mappings are based on cost types only. |
Cost Code and Cost Type | Mappings use the combination of both cost code and cost type for more detailed tracking. |
Project Strategy
This read-only setting shows how Procore projects are mapped to QuickBooks entities. It is configured during the Setup Wizard.
Option | Description |
Customer | Procore projects map to QuickBooks Customers. |
Project | Procore projects map to QuickBooks Projects. |
Customer and Project | Procore projects map to both a QuickBooks Customer and a QuickBooks Project. |
Retainage Account / Retainage Item
This setting determines which QuickBooks account or product/service is used for retainage lines on bills. The label and options change based on your Line Item Mapping mode:
If your line item mapping mode is Expense Account Mapping, this field is labeled Retainage Account and lists QuickBooks expense accounts.
If your line item mapping mode is Product/Service Mapping, this field is labeled Retainage Item and lists QuickBooks products and services.
This field is locked by default to prevent accidental changes. To update it:
Click the lock icon next to the dropdown to unlock it.
Select the desired QuickBooks account or product/service from the dropdown.
The selection saves automatically and the field locks again.
Overhead Project
Use this dropdown to designate one Procore project as your company's overhead project. All bill lines synced to QuickBooks for this project will be marked as "Not Billable" in QuickBooks, regardless of your billable setting.
Open the Overhead Project dropdown.
Search for and select the Procore project that represents company overhead.
The selection saves automatically.
You can clear this selection if you do not want to designate an overhead project. When cleared, the billable setting below applies to all projects equally.
Billable Setting
The Bills are billable by default toggle controls whether bills synced to QuickBooks are marked as billable.
Enabled: Bills are marked as billable in QuickBooks, except for bills associated with the overhead project (which are always marked as not billable).
Disabled: All bills are marked as not billable in QuickBooks.
Bill Date Mode
This setting determines what date is used as the bill date when creating bills in QuickBooks.
Option | Description |
Inherit from Procore | Uses the invoice date from Procore. For subcontractor invoices, this is the billing date. For direct costs, this is the direct cost date. |
Current Sync Date | Sets the bill date to the date and time when the QuickBooks bill is created during sync. |
Payments
The Enable payment creation toggle controls whether payments created in QuickBooks are automatically reflected in Procore. When enabled, inBuild will create corresponding payment records in Procore when bill payments are created in QuickBooks.
Direct QBO Bills
The Enable direct bill creation toggle allows you to upload documents and create bills directly in QuickBooks without involving Procore. This is useful for expenses that do not originate from a Procore commitment or direct cost.
AR Invoice Settings
The AR Invoice Settings control how pay applications from Procore are synced as invoices in QuickBooks Online.
Sync Payment Applications to QuickBooks
Toggle Sync payment applications to QuickBooks to automatically sync Procore payment applications as invoices in QuickBooks. When this is enabled, a View Syncs link appears that navigates to the payment applications page where you can monitor sync status.
AR Retainage Item
Select the QuickBooks product/service to use for retainage lines on AR invoices. Use the searchable dropdown to find and select the appropriate item. This selection is clearable.
AR Retainage Item Tax Code
Select the QuickBooks tax code to apply to retainage lines on AR invoices. Use the searchable dropdown to find and select the appropriate tax code.
This setting only appears if your company has Canadian taxes enabled. If you do not see this field, Canadian tax support has not been turned on for your account.
Default Invoice Line Item Tax Code
Select the QuickBooks tax code to use for consolidated line items or markup line items on AR invoices. This setting also only appears when Canadian taxes are enabled for your company.
Consolidate Invoice Line Items
Toggle Consolidate invoice line items to merge multiple line items on a payment application into a single line item on the QuickBooks invoice.
When this toggle is enabled, an additional dropdown appears:
Consolidated Invoice Line Item: Select the QuickBooks product/service to use when consolidating multiple line items into a single line on AR invoices.
QuickBooks Classes
QuickBooks Classes allow you to categorize transactions for reporting purposes. These settings control whether and how class information is applied to bills, purchases, and vendor credits synced to QuickBooks.
Enable Classes
Toggle Enable Classes to track QuickBooks Classes on bills, purchases, and vendor credits. When this toggle is off, the class mapping strategy dropdown below is disabled.
Default Class Mapping Strategy
When classes are enabled, this dropdown determines how the class value is populated on synced transactions.
Option | Description |
Procore project display name | Uses the Procore project's display name as the QuickBooks class. |
Procore project name | Uses the Procore project's name as the QuickBooks class. |
Procore project description | Uses the Procore project's description as the QuickBooks class. |
Cost Type Name | Uses the cost type name from the line item as the QuickBooks class. |
Invoice Labels | Uses custom labels you define for overhead and non-overhead projects. When selected, two additional text fields appear (see below). |
Invoice Label Fields
When the class mapping strategy is set to Invoice Labels, two additional text fields appear:
Overhead Project Class Name: The class name to assign to transactions for the overhead project. Defaults to "Overhead" if left blank.
Non-Overhead Project Class Name: The class name to assign to transactions for all other projects. Defaults to "Commercial" if left blank.
These fields save automatically when you click out of the field or press Enter.
Data Mapping Tables
The Data Mapping Tables section provides access to three mapping pages where you define how Procore entities correspond to QuickBooks entities. Each card links to a dedicated mapping page.
Mapping | Description |
Line Items | Map Procore line items to QuickBooks products/services or expense accounts. |
Projects | Link Procore projects with QuickBooks customers and/or projects. |
Vendors | Connect Procore vendors to QuickBooks vendors. |
Locate the Data Mapping Tables section at the bottom of the settings page.
Click on the Line Items, Projects, or Vendors card to open the corresponding mapping page.
On the mapping page, match each Procore entity to its QuickBooks counterpart using the provided dropdowns and controls.
The Data Mapping Tables section is only available after you have completed the Setup Wizard. If you see a "Configuration Required" message instead, click Start Setup Wizard in the Configuration section above to complete initial setup first.
Frequently Asked Questions
What happens when I pause QuickBooks sync?
Pausing sync stops all bills and invoices from being sent to QuickBooks Online. Your existing data, mappings, and configuration are fully preserved. You can resume syncing at any time by toggling the switch back on.
Can I change the Line Item Mapping, Mapping Granularity, or Project Strategy after initial setup?
These three settings are configured during the Setup Wizard and displayed as read-only on the settings page. They cannot be changed directly from this page. If you need to adjust them, contact inBuild support for assistance.
Why is the Retainage field locked?
The retainage field is locked by default to prevent accidental changes, since an incorrect retainage mapping can affect how bills are recorded in QuickBooks. Click the lock icon next to the dropdown to unlock it, make your change, and it will lock again automatically after saving.
Why don't I see the tax code fields in AR Invoice Settings?
The AR Retainage Item Tax Code and Default Invoice Line Item Tax Code fields only appear when Canadian taxes are enabled for your company. If your company does not use Canadian taxes, these fields will not be visible.
What does the Sync QuickBooks Data button do?
This button refreshes the cached data that inBuild pulls from QuickBooks, including accounts, products/services, vendors, and tax codes. This cached data is used to populate the dropdowns throughout the settings page and mapping tables. If you have recently made changes in QuickBooks and they are not showing up in inBuild, click this button to pull in the latest data.
What happens if I switch my QuickBooks account?
Switching accounts disconnects your current QuickBooks Online account and immediately redirects you to sign in with a different QuickBooks user. Your inBuild configuration and mappings are retained, but you may need to update your data mappings if the new QuickBooks account has different customers, vendors, or chart of accounts.
Who can access and modify these settings?
Only users who are Procore Company Admins can view and modify the QuickBooks Online Settings page. If you are not a Procore Company Admin, you will see a message stating that only admin users can access accounting integrations.